Approve your payroll calendar

The payroll calendar lists all your regularly scheduled pay periods for the calendar year. It shows you the Year, Pay Period Number, Pay Period Ending Date, Payment Date, Submit for Processing by... date, and whether or not the pay has been processed for each pay period.

A part of the implementation process, a payroll calendar has been created for you by your Customer Support Team. When you log on to Powerpay for the first time, you must approve the calendar before you can begin to prepare a payroll. Each year, usually in October, you are prompted to approve your calendar for the upcoming year.

Review the view-only payroll calendar that Dayforce has prepared and, if it is correct, approve it.

Only one user per payroll must approve the calendar. This is the first user who logs on after the calendar is created.

If anything on the calendar is not correct, open the Calendar Rules page.Closed From the Company menu, select Calendar > Calendar Rules. Use that page to correct the rules that define your calendar.

The calendar is the foundation of the payroll. You cannot create a payroll run or select any existing payroll run before the calendar is approved.

After Approving Your Payroll Calendar

After you approve the calendar, you can select a pay period and begin entering payroll data. You select a pay period on the Select Pay page.Closed Select the Pay Period menu button.

Should you need to edit a future payment date after the calendar is approved, go to the Select Pay page.Closed Select the Pay Period menu button.

Note: The Pay Period, Payroll and Process menu selections are unavailable until your calendar is approved. You cannot create a payroll run or select any existing payroll run until your calendar is approved.

The Edit Pay Period page displays the Pay Period Number selected and the corresponding dates as shown on the View Calendar page. The Pay Period Numbers and Pay Period Ending Dates cannot be changed on the Select Pay page, but you can edit the Payment Date.

Tasks

  1. Open the View Calendar page.Closed From the Company menu, select Calendar > View Calendar.

    or

  2. Click the link in the message you received instructing you to approve your calendar.
  3. Review the Pay Period Numbers, Pay Period Ending Dates, and Payment Dates to ensure they accurately represent your payroll requirements.

    Note: Pay special attention to those pay periods that fall around a statutory holiday to ensure that you know when you need to submit your payroll.

  4. If the calendar meets your requirements, scroll to the bottom of the page and click Approve. The message Data Saved should appear after a few seconds.

    or

    If anything on the calendar is not correct, open the Calendar Rules page.Closed From the Company menu, select Calendar > Calendar Rules. Use that page to correct the rules that define your calendar.

Use the calendar download feature to download your Powerpay Calendar to any calendar that can import or open an iCalendar file (a file with an extension of .ics).

  1. Navigate to the Calendar Download page.Closed From the Company menu, select Calendar > Calendar Download.
  2. Select the date range (years) to download in the From and To fields.

  3. Select the dates to download. Options include Submit By Date (default), Pay Period End Date and Payment Date. The calendar includes future dates only. Past dates are not included in the download.

  4. Click Download.

    The iCalendar file is downloaded to your computer. The file name includes the payroll number for the calendar.

    How the file display depends on the browser you are using and your computer specific settings.

  5. Open the generated iCalendar file in your calendar application.

Note: The calendar includes the most updated information to the date the calendar was downloaded from Powerpay. Any changes to the Powerpay payroll calendar after the download are NOT updated automatically. If you make changes to your Powerpay payroll calendar, download the calendar again to view the most updated information.

Note: When downloading a calendar to Outlook, if the calendar is imported into the main Outlook calendar the Submit By Date calendar entries are set to have a reminder of “0 minutes”. However, if the downloaded calendar is opened or imported as a separate calendar in Outlook, the reminder is set to “None”.

  1. Go to the View Calendar page.Closed From the Company menu, select Calendar > View Calendar.
  2. Select the applicable year(s) in the From and To drop down menus.
  3. Click Go.
  4. Click the Print icon in the top right corner or right click using your mouse and select Print from the menu.
  5. When the print screen opens, click the Destination field. Select Save as PDF.
  6. Click Save.

    Note: Once the document has been saved as a PDF file, you must go back to the print screen to change the Destination field back to the previous device for future printing needs.

View Calender Field Information

Select the calendar years to view. You can select from the current year, or the current year and the next years calendar. When you run pay period 1 of the following year, Powerpay moves the following year to the current year.

Displays every pay period of the year. If you started processing payrolls with Powerpay in the middle of the year, this field displays only those pay periods processed with the application (for example, your current year may only start displaying at pay period 4).

Displays the last active day of the pay period (last day for which earnings are included for the pay).

Displays the date your employees will be paid for a particular pay period.

As per Canada Revenue Agency (CRA), if a pay period has earnings in both December and January, the payment date determines which calendar year the payment is to be recorded for tax calculations and tax form reporting. Pay period one is the first time you PAY your employees in the new year.

You cannot change the Payment Date field on the Calendar View page, but you can change it on the Edit Pay Period page. If you decide to change the payment date on that page, the View Calendar page displays the changed payment date after you submit your payroll for processing.

Possible reasons for changing a payment date include:

  • A banking holiday requires an alternate payment date
  • If processing the payroll less than 2 days prior to payment date and wanting to ensure EFTs are processed, the submission date or payment date must be altered.
  • Suppressed deposits

Displays the date by which you should submit the payroll for processing. For direct deposit purposes, you must submit the payroll for processing by this date. If you need to change this date, contact your Customer Support Team.

Displays either the processing date (indicating that the payroll has been processed), or an empty field (indicating that the payroll has NOT been processed).

If you want to make a change to the calendar, you can only change pay periods that have NOT been processed. Make any changes on the Calendar Rules page.Closed From the Company menu, select Calendar > Calendar Rules.